Accounts Payable Questions:
2. What is Payer Direct Hub via Bora Payment Systems? [Expand]
Payer Direct Hub, popularly known as PDH, is a University buyer initiated payment program. Bora Payment Systems is the University of Delaware's
chosen vendor to process PDH payments. The payments are made by through Bora Payment Systems to the vendor on a University Credit Card. To participate
in the PDH payment system with the University of Delaware, the vendor needs to accept credit card payments and be registered with Bora
Payment Systems. There is no additional cost for using Bora Payment Systems.
The invoice is sent to AccountsPayable@udel.edu by the vendor. After the invoice
is processed, The University initiates an automated request to Bora Payment Systems to make payment to the vendor. Once the payment is submitted,
an email notification is sent to the vendor with payment details. The payment is processed and funds are deposited in the vendor's bank account
(the vendor's bank account information is collected by Bora during the registration process).
How can I check on a payment made against a Purchase Order? [Expand]
I faxed an invoice to Procurement last week, but it has not been paid. What is causing the delay? [Expand]
Procurement does not accept faxed or photocopied invoices. Attach a scanned copy to the appropriate webform and submit
the original invoice to the Procurement office.
Is there anything that can be done to speed up the processing of an invoice? [Expand]
Be sure to use the Vendor Short Name if there is one. This can be found by using the Vendor Lookup feature on the
'Specify a suggested vendor' section of your requisition. Due to naming conventions, some vendors are harder to locate than
others. If you know the vendor has been paid through Procurement but are unable to locate them using the Lookup, call us and
we will help you find them.
What can delay the payment of an invoice? [Expand]
If we have a new vendor (new = not already in the system) and have been given inadequate or incorrect contact info, this can cause a delay. Other common causes: an invoice which is not an original (i.e. it's a fax or a photocopy), an invoice that is billing someone other than the University of Delaware (e.g. it's billing an individual department), or an invoice that doesn't have the Req. number (or P.O. number) printed on it. If we have difficulty getting a W-9 from a vendor, this can cause a delay as well.
I have an invoice that needs to be paid, but the vendor is not in the vendor database. How can I expedite payment? [Expand]
Ideally, the requisition would come to Procurement prior to the purchase being made, thereby avoiding this scenario. That said, obtaining a W-9
from the vendor and forwarding it to Procurement along with the invoice will help speed up processing.
I'm going to be paying one vendor multiple times during this fiscal year. Do I have to submit a separate Req. each time? [Expand]
No. In fact, when you know ahead of time that you'll be paying the same vendor multiple times within the same fiscal year,
it's preferable to set up a blanket P.O. Just make the Req. for the total amount and note in the comments
section that it's for a blanket P.O. If you have any questions about how to do this, contact the Procurement buyer
assigned to your department (click here
for buyer chart). An additional
benefit of setting up a blanket P.O. is the ability to track payments using Payment Activity.
I received a 1099. What is it for? [Expand]
The University generates 1099 forms to report non-wage payments as required by The Internal Revenue Service (IRS). These
are typically for awards or honoraria, speakers or lecturers, performances, rentals, or other services.
When are 1099s mailed? [Expand]
Procurement mails all 1099 forms by the end of January each year.
What are your preferred payment methods? [Expand]
Our preferred payment methods are the following (in order of preference):
- UD Credit Card
- Direct Deposit (ACH) to any U.S. bank account
- Wire or foreign currency check (only if the first two are not an option).
I am a student, and I just got an email informing me of a deposit into my account. The reason given was 'Student Refund.' Can you tell me what this is for? [Expand]
Contact Student Services at 831-2126.
I submitted a Vendor Payment Request, but the invoice has not yet been paid. Should I call Procurement? [Expand]
Check Payment Activity
to see if the payment
is scheduled. If it has not been scheduled, check the webform to see where it is in the chain of approvals and whether
it has reached the Procurement office.
What determines the length of time needed to pay a vendor using a Vendor Payment Request web form? [Expand]
There are a number of factors which can affect the amount of time involved:
- how long it takes the requisition to clear the chain of approvals
- how long it takes for the original invoice to arrive in Procurement Services
- whether the vendor already exists within our vendor database (if not, the vendor needs to complete a W-9 form)
- some invoices may require additional approvals due to dollar amount or P.O. status